Privacy Statement

Introduction

This privacy notice aims to give you information on how we collect and process your personal data through your use of our website or software, including any data you may provide when you sign up to an agreement with us or subscribe to mailing lists or marketing.

It is important that you read this privacy notice together with any other privacy notice or fair processing notice we may provide on specific occasions when we are collecting or processing personal data about you, so that you are fully aware of how and why we are using your data. This privacy notice supplements the other notices and is not intended to override them.

Our website includes privacy controls which affect how we will process your personal data. By using the privacy controls, you can specify whether you would like to receive direct marketing communications, how you would like to receive it and limit the publication of your information.

About us

“We”, “us”, “our” and “Inform Billing” refer to Inform Billing Solutions Limited. We are registered in England and Wales under registration number: 07132859.  VAT number: 983999037.

Our registered address and primary place of business is at:

Badger Farm Business Park, Willowpit Lane, Hilton, Derby DE65 5FN.

You can contact us:

• by post, to the address given above
• using our website contact form
• by telephone, on 01332 92 70 80
• by email, using info@informbilling.co.uk

How we use your personal data

Here we set out:

• the general types personal data we may process
• the source of this personal data
• why we may process your personal data
• the legal basis for processing (we have also identified what our legitimate interests are, where appropriate)

Usage data

We may process data about your use of our website and services. Usage data may include your IP address, login data, geographical location, browser type and version, operating system, referral source, length of visit, page views and website navigation paths, as well as information about the timing, frequency and pattern of your service use. The source of the usage data is Google Analytics and/ or our Eclipse or Eclipse NG billing software. Usage data maybe processed to analyse the use our website, software and services. The legal basis for this processing is performance of a contract between you and us and our legitimate interests, namely monitoring and improving our website, software and services.

Enquiry data

We may process information contained in any enquiry you submit to us regarding goods and/or services. Enquiry data may be processed to offer, market and sell relevant goods and/or services to you. The legal basis for this processing is performance of a contract between you and us and/or taking steps, at your request, to enter into discussions regarding such a contract or project.

Contact data

We may process data in your account that includes Contact data. Contact data may include your name, email address, sometimes home address and contact telephone numbers. The source of the account data is you or your employer. Account data may be processed so we can provide services and communicate with you. The legal basis for this processing is the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract. Alternatively, the legal basis may be legitimate interests, namely to enable us to manage communications with you, dependent upon the nature of our relationship.

Publication data

We may process information that you provide to us for publication on our website, in our marketing literature or through our services. Publication data may be processed to enable this publication. The legal basis for this processing is consent.

Marketing and Communications data

We may process information that you provide to us when subscribing to our email notifications and/or newsletters. Marketing and Communications data may be processed to send you the relevant notifications and/or newsletters and to record your communications preferences. The legal basis for this processing is consent or for the performance of a contract between you and us, depending on the nature of the communication and whether you are an ongoing customer or not.

Correspondence data

We may process information contained in or relating to any communication that you send to us. Correspondence data may include the communication content and metadata associated with the communication. Our website will generate the metadata associated with communications made using the website contact forms. Correspondence data may be processed to communicate with you and for record-keeping. The legal basis for this processing is for the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract. Where appropriate or requested, we can enter into a further ‘Mutual Confidentiality Agreement’.

Financial & Transaction data

We may process information relating to financial transactions, including payment for services that you enter into with us. Financial and Transaction data may include your company details, details of a named contact, your Direct Debit and/ or bank account details and the transaction details as well as details of the services procured. Financial data may be processed to supply services and keep proper records of transactions. The legal basis for this processing is the performance of a contract between you and us.

Billing Data

We may process billing information, on behalf of a company that supplies services to you, as a third party processor. The source of the Billing data will be your supplier and/ or any carrier or supplier that they procure products and services from. Billing data may include contact names, addresses, email addresses contact telephone numbers, account numbers, details of services procured and data from call records. It may also include any data that your supplier inputs into our software applications. The legal basis for this processing is performance of a contract between your supplier and us.

Sharing your personal data and third-party processing

As standard we will not share your personal data for marketing purposes. We may process your information through our core service providers and third-party platforms as required for our business to function. These include:

• Our service providers and agents (including their sub-contractors) or third-parties which process information on our behalf (e.g. internet service and platform providers, payment processing providers, and those organisations we engage to help us manage communications with you) so that they may help us to provide you with the applications, products, services, and information you have requested or which we believe is of interest to you.

• Third-parties used to facilitate payment transactions, for example clearing houses, clearing systems, financial institutions, and transaction beneficiaries

• Third-parties where you have a relationship with that third party and you have consented to us sending information (for example suppliers or other third-party application providers)

• Credit reference and fraud prevention agencies

• regulators to meet our legal and regulatory obligations

• law enforcement agencies so that they may detect or prevent crime or prosecute offenders

• any third-party in the context of actual or threatened legal proceedings, provided we can do so lawfully (for example in response to a court order)

• any third-party in order to meet our legal and regulatory obligations, including statutory or regulatory reporting or the detection or prevention of unlawful acts

• our own professional advisors and auditors for the purpose of seeking professional advice or to meet our audit responsibilities

• another organisation if we sell or buy (or negotiate to sell or buy) any business or assets and

• another organisation to whom we may transfer our agreement with you.

Every external company we work with has a contract with us which clearly sets out our expectations and requirements in handling personal information and obligates them to meet these standards and those contained in the GDPR.

Security and storage of information

We will keep your information secure by taking appropriate technical and organisational measures against its unauthorised or unlawful processing and against its accidental loss, destruction, or damage. We will do our best to protect your personal information, but we cannot guarantee the security of your data which is transmitted to our website, applications or services or to other website, applications, and services via an internet or similar connection. If we have given you (or you have chosen) a password to access certain areas of our websites, applications, or services please keep this password safe – we will not share this password with anyone.

If you believe your account has been compromised, please contact us at support@informbilling.co.uk

International transfers of your personal data

Inform Billing’s offices are solely in the UK and all Inform Billing’s primary storage facilities are within the UK and EU. Where we use third party systems for processing and storage outside of the UK or EU, transfers and storage will be protected by appropriate safeguards.

You acknowledge that personal data that you submit for publication through our website or services may be available, via the internet, around the world. We cannot prevent the use (or misuse) of such personal data by others.

Retaining and deleting personal data

Our data retention policies and procedures are designed to help ensure that we comply with our legal obligations in relation to the retention and deletion of personal data.

Personal data that we process for any purpose or purposes shall not be kept for longer than is necessary.

We may retain your personal data where it is necessary for compliance with a legal obligation, to protect your vital interests or to protect the vital interests of another natural person.

Your rights

Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it. This is subject to you providing appropriate evidence of your identity (we will usually accept a photocopy of your passport certified by a solicitor or bank, plus proof of your current or past employment with the company we hold an account for if applicable).

Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.

Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.

Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.

Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data’s accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.

Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.

Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.

Lodge a complaint – Whilst we always endeavour to resolve your concerns, you also have the right to lodge a complaint with a supervisory authority. In the UK, this is the Information Commissioner. Please visit the Information Commissioner’s Office’s website for more information on how to do this – www.ico.org.uk

Disclaimer

Inform Billing is committed to the highest standard of quality information and every attempt has been made to ensure up to date and accurate information is provided. However, Inform Billing does not guarantee the accuracy or validity of the information on this website. Use of this website is entirely at your own risk and Inform Billing does not accept liability of any kind for any loss, damage or inconvenience caused as a result of relying on information supplied.

Within our website you may find links to other sites. Inform Billing has no control over, and shall not be responsible for, the content of such sites nor are we responsible for the protection and privacy of any information you provide whilst visiting such sites and such sites are not governed by this privacy statement.

Amendments

We may update this statement from time to time by publishing a new version on our website. You should check this page occasionally to ensure you are happy with any changes.

By using this website you are agreeing to the terms and conditions contained within this disclaimer and privacy statement.

This privacy statement is effective from May 2018. Last reviewed April 2023.